fall startup preparations fas systems july 16, 2014

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Fall Startup Preparations FAS Systems July 16, 2014

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Page 1: Fall Startup Preparations FAS Systems July 16, 2014

Fall Startup Preparations FAS Systems

July 16, 2014

Page 2: Fall Startup Preparations FAS Systems July 16, 2014

Fall Startup Prep - Agenda

I. Clients

II. Applications that support the Fall Registration and Enrollment of a Student.

III. FAS Systems - Production Support & Communications

IV. Issues & Remediation

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Page 3: Fall Startup Preparations FAS Systems July 16, 2014

I. Clients

• FAS Faculty

• Students: Freshmen, Upperclassmen, Graduate

• FAS Registrar

• Office of Undergraduate Education

• GSAS

• Advising Programs Office

• Writing Program

• Freshman Dean’s Office

• Freshman Seminars

• Language Resource Center

• AEO (Accessible Education Office)

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Page 4: Fall Startup Preparations FAS Systems July 16, 2014

CalendarApril May June July August September

Placement Exams Departmental Requests Intake

Placement ExamsFreshman Information Course Catalog Updates

Pre-Term Planning

Academic Calendar Config

RO/HUIT Kick-off

Collecting Information, Application Changes, Adhoc Reporting, Manual Data Feeds

Testing

HUIT Change Freeze

Advising

Registration

Cross Registration

Shopping

Study Cards

Enrollment Reporting

Sectioning4

Page 5: Fall Startup Preparations FAS Systems July 16, 2014

II. Fall Startup Applications

A. Matriculate Freshmen

B. Planning for Fall Enrollment

C. Advising & Placement of Students

– Online Placement Exams

– Placement Report

– Advisor Matching

D. Setting up of Courses

E. Registration and Enrollment

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Page 6: Fall Startup Preparations FAS Systems July 16, 2014

II. Fall Startup ApplicationsA. Matriculate Freshmen

• Collect data – from Students, Admissions, Educational Testing Services. * (May)

• Update student record systems – Hers1, Hers2 * (May)

– Hers1

– Hers2

6* Application to be replaced by SIS

Page 7: Fall Startup Preparations FAS Systems July 16, 2014

II. Fall Startup ApplicationsB. Planning for Enrollment

• PreTerm Planning – Students select courses that they anticipate taking in the Fall. * (June)

• TF Allocation – Based on predicted and actual enrollments (June – Sept)

• Application Academic Calendar * (May)

7* Application to be replaced by SIS

Page 8: Fall Startup Preparations FAS Systems July 16, 2014

II. Fall Startup ApplicationsC. Advising & Placement

Online Placement Exams

• Collect questions and update Online Placement Exam Application (April)

• Collect and implement business rule changes from departments * (April/May)

• Registration for Freshmen and Upperclassmen (May – Sept)

• Languages, Math, Writing, Sciences

• Reporting of general data about students * (July – Sept)

8* Application to be replaced by SIS

Page 9: Fall Startup Preparations FAS Systems July 16, 2014

II. Fall Startup ApplicationsC. Advising & Placement

Placement Report

• Business rules “engine” * uses data from standard tests, Harvard placement exams, and courses taken at Harvard to determine: (July/August)

Placement Recommendation for Fall

Language Requirement Fulfillment

Advanced Standing Credits

9* Application to be replaced by SIS

Page 10: Fall Startup Preparations FAS Systems July 16, 2014

II. Fall Startup ApplicationsC. Advising & Placement

Advisor Assignment

• Collect Housing Data * (July)

• Collect Student Preferences Survey Data (July)

• Match students to advisors based on complex set of 20 business rules * (July)

• Provide student data to advisors * (August)

• Open Advising to Students (ANP) * (August)

10* Application to be replaced by SIS

Page 11: Fall Startup Preparations FAS Systems July 16, 2014

II. Fall Startup ApplicationsD. Setting Courses

• Collect and feed Course Data for Registrar’s web site and Course Catalog * (June)

• Assign classrooms * (June – August)

• Collect Final Assessment Information from Faculty * (August)

• Assign Final Exam Group for each course * (July)

11* Application to be replaced by SIS

Page 12: Fall Startup Preparations FAS Systems July 16, 2014

II. Fall Startup ApplicationsE. Registration & Enrollment

Registration

• Registration of students that they have arrived on Campus * (August)

• Communications and Notifications *

• Directory Update *

• Different content for freshmen, seniors, other upperclassmen, and graduate students. *

• University Cross-Registration

12* Application to be replaced by SIS

Page 13: Fall Startup Preparations FAS Systems July 16, 2014

II. Fall Startup ApplicationsE. Registration & Enrollment

Enrollment in Classes

• Shopping Days * (August, Sept)

• Study Card * (Sept)

• Scanning * (Sept)

• Sectioning * (August, Sept)

• Reporting of enrollment numbers * (Sept)

• Freshman Seminar Registration (August, Sept.)

13* Application to be replaced by SIS

Page 14: Fall Startup Preparations FAS Systems July 16, 2014

III. Production Support

• Configuration

• Adhoc reporting *

• Distribution of communications to student

• Application modifications

• Testing

• Troubleshooting

• Running of cyclical jobs

• Dataloads

• Communication and Coordination with Business Owners and other HUIT departments

14* Application to be replaced by SIS

Page 15: Fall Startup Preparations FAS Systems July 16, 2014

III. Communications

• Cross-HUIT

- Weekly meeting starting in August. Sponsored by Support Services.

- Participants: ATS, AcTS, Infrastructure, Support Services

• HUIT/FAS

- Bi-weekly meetings starting in July. Sponsored by ATS.

- Participants: ATS (OPP, CAP), Support Services, ICAPS, FAS RO, Office for Undergraduate Education, Advising Program Office.

- Issues and Action Items tracked through the Fall Startup Dashboard

• HUIT/RO Kickoff

- Monthly meetings sponsored by the RO.

- Participants: ATS-CAP, ATS-Data Services, RO sysops, Support Services.

- Detail action items in checklist maintained by RO.

• Incident Report for Fall Startup - Maintained by ATS-CAP. To be reviewed at Fall Startup Debrief by Mike Burke and Jay Harris.

• Fall Startup Remediation from 2013 - Maintained by ATS-CAP. Reviewed at Monthly CITPC meeting.

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Page 16: Fall Startup Preparations FAS Systems July 16, 2014

IV. Issues

• Highly manual processes, increasing possibility of errors and need for troubleshooting

• Gaps in expertise in outdated technology

• Programs need to be changed and rebuilt because much of the text is hard-coded.

• Testing – Complicated and complex environments, environments sometimes outdated, needs automation

• Recruitment of students for testing

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Page 17: Fall Startup Preparations FAS Systems July 16, 2014

IV. Remediation of Issues

• Improved communications between HUIT organizations and between HUIT and Business Owners.

• Detailed checklists of operations and action items with dates and updated status

• Contract with HERS1 technology expert

• Contacts with Athletics Dept. and APO for larger pool of students.

• Introduction of join.me for remote student testing

• Improved staging environment for Faculty UAT

• Tracking of Incidents for Debrief at end of the Fall Startup

• SIS Wave 1

• Tracking of Incidents for Debrief at end of the Fall Startup

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